An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2313
Effective Date
Record Series Abstract
This record series contains records related to state and lottery for education funded scholarship programs administered by the Tennessee Student Assistance Corporation (TSAC), which includes, the Tennessee Education Lottery Scholarship Program (HOPE Scholarship, General Assembly Merit Scholarship [GAMS], the ASPIRE Award, the HOPE Access Grant, Wilder-Naifeh Technical Skills Grant, the HOPE Scholarship for Non-traditional Students, the Dual Enrollment Grant, and the Hope Foster Child Tuition Grant); Dependent Children Scholarship Program; GEAR-UP TN Scholarship Awards; Helping Heroes Grant Program; Middle College Program; Ned McWherter Scholars Program; Reduction-in-Force (RIF) Tuition Assistance Benefit Program; Tennessee Promise Scholarship; Tennessee Reconnect Grant; Tennessee Student Assistance Award Program (TSAA); TN STEP UP Scholarship; and the Voluntary Buyout Program. Records include applications, certification rosters, payment rosters, and other student education records containing personally identifiable information (PII)
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both electronic and paper format, including records maintained in the proprietary database Financial Aid System of Tennessee (FAST). All documents received via the United States Postal Service (USPS) or other delivery service will be scanned and migrated to electronic format. Once the scan has been verified for completeness and accuracy the paper copies will be destroyed. The files remain active until the end of each fiscal year and then inactive for four (4) calendar years after cut-off. The electronic file will be kept for the life of the record series and then destroyed according to state approved methods for record destruction of PII.
Worksheet
Record Location
Suite 1510, Parkway Towers, 312 Rosa L. Parks Ave., 9th Floor, Nashville, TN 37243
File Arrangement
Year / Program / Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
April 1976 to Current
Allotment Code
33205
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Records are maintained in the agency and cut off at the end of each fiscal year. Once the record is closed, the files are maintained electronically on the shared server and proprietary database FAST.
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
THEC/TSAC shared server (H drive) and THEC/TSAC shared archive server (S drive)
Hardware Description
H Drive – Windows File Storage - \\ag03sdcwf00535\cb_data (H Drive)
S Drive – Isilon NAS Storage - \\edusmb.nas01.tn.gov (S Drive)
S Drive – Isilon NAS Storage - \\edusmb.nas01.tn.gov (S Drive)
Software Description
Files are saved in Microsoft Word, Excel, and PDF
System Location
STS Datacenter
Backup Procedures
H Drive - A daily backup is made and kept for 30 days and replicated each evening between the Datacenters. After 30 days the daily Archives are deleted by the system, but are saved to tape off-site for longer-term storage. The agency can request copies of the backups from STS as needed.
S Drive – A daily snapshot is made and kept for 30 days. After 30 days the daily snapshots are deleted by the system, but are saved to tape for longer-term storage. The agency can request copies of the backups from STS as needed.
S Drive – A daily snapshot is made and kept for 30 days. After 30 days the daily snapshots are deleted by the system, but are saved to tape for longer-term storage. The agency can request copies of the backups from STS as needed.
Disaster Recovery
The disaster recovery level is determined by STS for the enterprise, and they manage the disaster recovery protocol in case of a disaster for the shared servers.
Data Migration Description
STS handles upgrades and migrations for our shared file servers. If any action is needed from the agency, STS will advise us for any action needed.
RDA Comments
Records Management Division (RMD)
12-10-2020
No recommended changes.
Tennessee State Library and Archives
01-07-2021
No recommended changes.
Comptroller Audit Review
01-07-2021
We have reviewed RDA 2313 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-25-2021
Thank you.
RMD Director
01-28-2021
RDA 2313 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper and electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2313.
Public Records Commission
05-04-2021
PRC approves RDA 2313